Attachment_1_PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

DODEA PUERTO RICO – FORT BUCHANAN AND RAMEY

BASIC CARDIAC LIFE SUPPORT (BCLS) EMERGENCY AMBULANCE SERVICES FOR

SCHOOL PARTICIPATION IN SCHEDULED INTERSCHOLASTICS SPORTS

FORT BUCHANAN AND RAMEY SCHOOLS -SY 2018-19

HOME AND AWAY GAME EVENTS –

SCHEDULED ONSITE/ON CALL SERVICES

1.0 INTRODUCTION:

1.1. BACKGROUND: The Department of Defense Education Activity (DODEA), Domestic

Dependent Elementary and Secondary Schools, DODEA Regulation 2740.1 require emergency ambulance services as part of the conditions to participate in inter scholastics in scheduled athletic events. This service is required every school year as part of heightened safety measure implemented in response to possible student injuries occurring during home and away games period.

Period of Performance:

School Year 2018-19. September 26, 2018 to September 25, 2019 Basic Year

Option Year 1: September 26, 2019 to September 25. 2020

Option Year 2: September 26, 2020 to September 25, 2021

Option Year 3: September 26, 2021 to September 25, 2022

Option Year 4: September 26, 2022 to September 26, 2023

This Performance Work Statement (PWS) defines specific requirements:

1.2. SCOPE OF WORK. Non-personal services for the contractor to provide all personnel, vehicles, equipment, tools, materials, transportation, and other items and services to provide

Basic Cardiac Life Support ambulance services at Fort Buchanan (Metro) and Ramey

(Aguadilla) schools and at visiting schools outside those areas. On-site services: 104 – On-Calls services: 89 estimate athletics events.

2.0. Purpose: To provide comprehensive ambulance coverage for all beneficiaries within their scope and area of responsibility

3.0 MINIMUM REQUIREMENTS: The ambulance services must have the capability to:

3.1. Supply and maintain a dedicated ambulance at schools at Fort Buchanan Base and Ramey at a designated area. Ambulance must be available a schools site and on-call per duration of the athletic events (see tentative schedules). The ambulance response time for on-call events shall be within 20 minutes.

3.2 Allow the dispatch of ambulances as necessary and immediately provide a replacement ambulance when the primary ambulance is on a dispatched run or in any way non-operational.

No charges to the government will apply when a cancellation of a sport event are notified to the contractor within twenty-four (24) hours prior to the event.

3.2.1 The contract shall have a replacement ambulance at Fort Buchanan and Ramey schools within 20 minutes of notification. Estimated need of a replacement ambulance averaged 3% to

5% of an estimated total dispatch of 193 calls during a period of one (1) year. This information is based on historical data and may change.

3.2.2 The contractor shall have a sufficient number of fully operational ambulances ready at all times, to allow them to provide proper ambulance replacement.

3.3 Provide two medical service personnel in each ambulance, consisting of two (2) Emergency

Technicians-Basic (EMT-B). The personnel must have:

3.3.1 Current CPR certification. The offeror shall submit copies of medical service personnel’s

CPR certifications.

3.3.2 Current EMT/Paramedic license. The offeror shall submit copies of medical service personnel’s current EMT Paramedic License.

3.3.3 Ongoing EMT education and skill verification programs.

3.3.4 Must be fluent in the English/Spanish (bilingual) language.

3.4 The offeror must:

3.4.1 Possess Puerto Rico Department of Health Certification with control number.

3.4.2 Possess Puerto Rico Certificate of Authorization and License issued by the Public Service

Commission. The offeror shall submit a copy of the certificate of authorization and license

3.4.3 Be in full compliance with all laws governing licensing/accreditation and/or regulations of their ambulance service.

3.4.4 Possess municipal permit to operate a commercial business.

3.5 The contractor shall:

3.5.1 Ensure that all ambulances are Type 2 or above, such that they can support the complete spectrum of emergency services required. Documentation regarding the ambulance and equipment must be maintained.

3.5.2 Inspect at least daily and service all equipment in accordance with medical industry standards by certified medical equipment repair technician.

3.5.3 Ensure that each vehicle, all emergency medical equipment and two-way communication telephones/radios are in proper working conditions at the beginning of each shift.

3.5.4 Provide DODEA Puerto Rico schools with copies of field treatment protocols, operational instructions, or other internal documents that define the ambulance’s scope of care and services.

The offeror shall submit sample field treatment protocols and operational instructions with this proposal.

3.5.5 The contractor shall provide an incident report written in English of Patient Information permissible under the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

This report shall be provided to the DODEA PR schools within twenty-four(24) hours. The incident report will become property of the US Government.

3.5.6 Minimum Equipment List with each ambulance:

Ventilation and Airway Equipment: fixed suction apparatus, fixed oxygen equipment, manually triggered ventilation device, invasive airway equipment

Immobilization Devices (Splints): Neck immobilization devices, lower extremity traction devices, Kendrick extrication device

Bandages: Backboards (trauma board-long and short), burn sheets, eye patches, gauze, rigid eye guard

Miscellaneous: Sheets, pillows, aluminum foil or thermal blanket, pneumatic anti-shock garment(optional) disposable bed pans/urinals/emesis basins, 0.9% normal saline for irrigation, cold packs, ambulance gurney, thermometer, low temperature reading type, towels and washcloths, nasogastric tubes (adult and pediatric), pediatrics length/weight tape

Infection control:

4.0 SUMMARY OF THE DISPATCH PROCESS:

4.1 Request originates from the DODEA Puerto Rico (DODEA PR)Athletic Directors divisions.

4.2 Relevant data is collecting including:

4.2.1 Nature of run

4.2.2 Location

4.2.3 Patient’s condition or provisional diagnosis.

4.3 DODEA PR schools contacts contractor’s dispatcher or pre-positioned crew

4.4 DODEA PR will conduct appropriate military (on base schools) coordination.

4.5 The ambulance crew will arrive and call to report to DODEA PR accordingly.

4.6 The ambulance crew will initiate emergency treatment in accordance with accepted medical treatment protocols.

4.7 The contractor shall execute the transport to an approved medical facility and notify the

DODEA PR Athletic Directors upon disposition.

5.0 QUALITY CONTROL PROGRAM:

5.1 The contractor shall establish and maintain a complete quality control program to assure the requirements of the contract are provided as specific and shall provide one copy of the program to the Contracting Officer with the initial bid proposal. The Contracting Officer will review the the Quality Control Program and make proposed changes and return to Contractor for revision, if necessary. An updated copy shall be provided to the Contracting Office prior to award of the contract. The plan shall include procedures to implement all requirements of the contract, which will include the in-process controls of the ambulance service personnel.

5.2 An inspection system covering all services required by this contract which must specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspection will be accomplished and documented, and the title of the individual(s) who will perform the inspections. The government reserves the right to request copies of the inspection system.

5.3 The contractor shall provide a current copy of all medical protocols. The contractor shall establish an internal policy and procedures for updating medical protocols. An annual training program on contractor established medical protocols and shall provide proof of competency by the contractor’s medical director. The contractor shall provide established policies and procedures for personnel who do not comply with contractor’s medical protocols.

5.4 An internal policy and procedures for conducting competency assessment on all contractor personnel. The contractor must specify skill levels to be assessed initially and annually. The contractor’s medical director shall validate in writing competency level verification of the individual contract employees.

5.5 Contractor will develop a method of identifying and preventing defects and negative trends in transportation runs, patient care, patient disposition/diversion before the level of performance becomes unacceptable.

5.6 Contractor shall provide method of identifying and preventing vehicle breakdowns. Submit a detailed procedure for alternative transportation of patients in the event of mechanical breakdowns of ambulance.

6.0 PROCESS IMPROVEMENT:

6.1 The contractor medical director shall review the services field treatment reports and all deficiencies will be immediately reported to the U.S. Government Contractor Officer

Representative.

6.2 Monthly meetings will be held with representatives from both the Contractor and the US

Government present to address current issues and evaluate the following: policies, procedures, training, requirements, equipment issues, and any other business the group finds pertinent.

6.3 No action by the contractor to implement changes shall occur without expressed direction by the Contracting Officer.

6.4 A representative from the US Government may conduct random inspections of the ambulance vehicles as required and/or requested according to the accepted medical industry standards.

6.5 The contractor shall participate with the US Government in:

6.5.1 Collecting data to establish and monitor utilization trends.

6.5.2 Conducting chart and record reviews to ensure adequate documentation and adherence to standards of care.

6.5.3 Investigating and resolving all unusual incidents, patient complaints and unanticipated adverse patient outcomes.

7.0 OTHER CONSIDERATIONS:

7.1 The contractor shall maintain all confidentiality of any patient records, and shall not release such without express permission of a representative of DODEA PR schools.

7.2 The contractor shall not release historical, biographic or demographic data without prior approval of a representative of the US Government.

8.0 GOVERNMENT FURNISH SERVICES:

8.1 DODEA PR schools will monitor the emergency telephone communication with ambulance crew. DODEA PR schools will fax game schedules to confirm dates, location via fax, e-mail or by phone.

8.2 DODEA PR schools will arrange for the ambulance to be parked in a safe, secure location and provide the crew with an access to a restroom, telephone during the sports event.

8.3 DODEA PR Games/Schedules/Itineraries: will be provided via e-mail, fax or by phone: to be provided by each school athletic director; tentative schedules will be provided before each season starts (fall, winter, spring). Final schedules will be submitted after tentative schedules are reviewed and approved by Athletic Alliance Leagues. Duration per game: two hours minimum and three hours maximum. Duration for special events: four hours minimum/six hours maximum.

9.0 HOURS OF OPERATION:

Monday thru Friday except Holidays – 12:00 pm to 11:00pm

Holidays as specified below:

1 January, New Year’s Day

3rd Monday of January, Martin Luther King’s Birthday

3rd Monday of February, President’s Day

Last Monday of May, Memorial DY

4 July, Independence Day

1st Monday of September, Labor Day

2nd Monday of October, Columbus Day

11th November, Veteran’s Day

4th Thursday of November, Thanksgiving Day

25 December, Christmas Day

10.0 POST ACCESS:

10.1 Contractor personnel shall only use installation passes to perform work under the contract.

10.2 Upon award, the contractor shall furnish a list of employees requiring installation passes to the Contracting Officer Representative. Every ninety (90) days thereafter, the contractor is required to provide a revised personnel roster to the Contracting Officer Representative.